Delegated Email Accounts (Shared Mailboxes)

Delegated email accounts (Shared mailboxes)

Delegated email accounts are shared mailboxes used when multiple people need access to the same @csumb.edu email such as for a department, college or working group. 

Table of Contents:

1. Accessing a delegated email account.
2. Best practices.
3. Transparency.
4. Delegated email account audit.
5. Additional assistance.

Accessing a delegated email account

To request access to a shared mailbox please submit the Delegated Email Account Access service ticket.

Once you have been granted access to a delegated account, you can begin accessing that account from your own @CSUMB email account. To do so, complete the following steps:

1. Log in to your CSUMB Google email account.
2. Click your account photo or the circle with your first initial in it (located in the upper-right corner of the page).
3. From the drop-down menu, select the desired delegated account. A new window or tab will open displaying the delegated account.

Please note: No other Google Workspace services (e.g., Google Drive, YouTube, Blogger) are available through email delegation.

Best practices

Here are a few tips on best practices for using your delegated email accounts:

1. Check and respond to email from your shared mailbox at least once every business day. We suggest selecting several times throughout the day- once in the morning, once after lunch and once before the end of the day. 
2. When sending an email be sure to sign your name (Example: Let me know if you have any questions or concerns. Thanks, Amy).
3. Refer to University Communications Cal State Monterey Bay Brand Guide. Specifically:
   • Brand Promise and Pillars section and Brand Personality section on the main Cal State Monterey Bay Brand Guide page.
   • Cal State Monterey Bay Brand Guide's Writing Style Page.

Transparency

With shared mailboxes, the message sent will include both a From and a Sent By email address.

This aligns with the original email specification that began in 1982 and was last updated in 2008 (see section 3.6.2 of RFC 5322), which emphasizes transparency and accountability by indicating "the mailbox of the agent responsible for the actual transmission of the message."

For example, if the From is animation@csumb.edu and the Sent By is wdisney@csumb.edu, then upon Reply or Reply All, only the From is used in the response.

In addition, many email clients outside of Gmail don't even show the Sent By as we see it in our campus Google mail.

Delegated email account audit

Starting Fall 2024, Information Technology will perform an annual audit of all share mailboxes to make sure they are being used. Unused accounts that remain active are not only a waste of resources but also constitute a cybersecurity risk to our campus.

This year's audit will start taking place on November 25, 2024.

How the audit will work

During the audit, all shared mailboxes will receive an email from technology_help_desk@csumb.edu. That email will asked the account owners/users to fill out a linked Google form to show that the delegated email account is being used, as well as update information information about the account and it's audience.

All audits will be announced via dashboard message and other staff/faculty communication channels before they are performed. 

We are here to work with delegated account users to consolidate multiple accounts using aliases so that we can reduce the number of delegated email accounts around campus and you have fewer accounts to check. This will be taken into account in the form linked in our email.

2024 Audit timeline

Audit emails sent out to all CSUMB delegated email accounts: November 25, 2024

Reminder emails sent to delegated accounts: December 9, 2024

Email audit ends: December 17, 2024

Accounts not in use will be suspended on or around February 3, 2025.

Once the audit is over, Information Technology will compile a list of unaccounted for or requested account removals accounts to suspend and eventually remove - including working with clients who wish to consolidate multiple email accounts and work towards suspending the unused accounts on or around February 3, 2025.

Email

For transparency and to alleviate any possible phishing concerns here is the text of the email that will be received by delegated email accounts: 

Dear Delegated Email Account Holder-

Information Technology is conducting an audit of all 788 delegated shared mailboxes on our email system to ensure they are in use and needed. 

This audit is necessary to maintain the security and efficiency of our email system.

Please complete this Google Form by December 17, 2024:

[Link to Google form will be here].

For more information on delegated accounts and our audit process and timeline please visit our Delegated Email Accounts knowledge base article.

If you have any further questions or concerns, please reply to this email or call our Technology Help Desk at 831-582-4357. We appreciate your cooperation.

Additional assistance

• Submit an IT Ticket for delegation changes to Delegated, Club or Greek Email Accounts.
• Technology Help Desk: 831-582-HELP (4357).